i

List of Abbreviation

CSS Cascading Style Sheet

DBMS Database Management System

DCL Data Control Language

DDL Data Definition Language

DFD Data Flow Diagram

DFM Data Flow Modeling

DML Data Manipulation Language

ERD Entity Relationship Diagram

ERM Entity Relationship Modeling

HTML Hypertext Markup Language

SMMUCo. Stefano Moshi Memorial University College

PHP Hypertext Preprocessor

SQL Structured Query Language

HOD Head of Department

SHMS SMMUCo Hostel Management System

ii

List of Figures

Figure 1.1 The five standard stages of prototyping life cycle………………………………13

Figure 1.2 The Work Break down Structure………………………………………………...18

Figure 1.3 Gantt chart…………………………………………………………………….….19

iii

Table of Contents

Declaration.................................................................................................... Error! Bookmark not defined.

Approval ....................................................................................................... Error! Bookmark not defined.

Abstract ......................................................................................................... Error! Bookmark not defined.

List of Abbreviation ..................................................................................................................................... i

List of Figures .............................................................................................................................................. ii

Table of Contents ....................................................................................................................................... iii

CHAPTER ONE ......................................................................................................................................... 1

1.0 Introduction ................................................................................................................................... 1

1.1 Background ......................................................................................................................................... 1

1.2 Problem Statement .............................................................................................................................. 2

1.3 Main Objective .................................................................................................................................... 2

1.4 Specific Objectives ............................................................................................................................. 2

1.5 Scope ................................................................................................................................................... 3

1.6 Significance of the Study .................................................................................................................... 3

1.7 Limitations .......................................................................................................................................... 4

CHAPTER TWO ........................................................................................................................................ 5

Literature review ........................................................................................................................................ 5

2.0 Introduction ......................................................................................................................................... 5

2.1 Definition of Terms ............................................................................................................................. 5

2.1.1 Database ....................................................................................................................................... 5

2.1.2 Database model ............................................................................................................................ 5

2.1.3 Database Management System (DBMS) ..................................................................................... 5

iv

2.1.4 Data .............................................................................................................................................. 5

2.1.5 Management system ..................................................................................................................... 6

2.1.6 System .......................................................................................................................................... 6

2.1.7 Information .................................................................................................................................. 6

2.1.8 Information System ...................................................................................................................... 6

2.1.9 Management ................................................................................................................................. 7

2.1.10 Management information systems ............................................................................................. 7

CHAPTER THREE .................................................................................................................................... 8

Methodology ................................................................................................. Error! Bookmark not defined.

3.0 Introduction ......................................................................................................................................... 8

3.1 Research Design .................................................................................................................................. 8

3.2 Data Collection Methods .................................................................................................................... 8

3.2.1 Interviews ..................................................................................................................................... 8

3.2.2 Documentations ........................................................................................................................... 8

3.3 Types of Data ...................................................................................................................................... 8

3.3.1 Primary Data ................................................................................................................................ 9

3.3.2 Secondary Data ............................................................................................................................ 9

CHAPTER FOUR ..................................................................................................................................... 10

Software tools analysis/evaluation .............................................................. Error! Bookmark not defined.

4.0 Introduction ....................................................................................................................................... 10

4.1 Hardware ........................................................................................................................................... 10

4.2 Software tools ................................................................................................................................... 10

4.3 Computer languages .......................................................................................................................... 11

CHAPTER FIVE ...................................................................................................................................... 12

v

System Design methodology ........................................................................ Error! Bookmark not defined.

5.0 Introduction ....................................................................................................................................... 12

5.1 Choice of methodology ..................................................................................................................... 12

5.1.1 Stages of Prototyping Approach ................................................................................................ 12

5.1.2 Reasons for choosing the methodology ..................................................................................... 13

5.2 Logical Design .................................................................................................................................. 14

5.2.1 Entity Relationship Modelling (ERM) ....................................................................................... 14

5.2.1.1 Entities ............................................................................................................................ 15

5.2.1.2 Attributes ......................................................................................................................... 15

5.2.1.3 Relationships ................................................................................................................... 15

5.2.1.4 Entity Relationship Diagram (ERD) ............................................................................... 15

5.2.1.5 Database Schema ............................................................................................................ 15

5.2.2 Data Flow Modelling (DFM) ..................................................................................................... 16

5.3 Physical Design ................................................................................................................................. 16

References .................................................................................................................................................. 18

APPENDIX ................................................................................................................................................ 19

Appendix 1: Work break down structure ................................................................................................ 19

Appendix 2: Gantt chart .......................................................................................................................... 20

Appendix 3: Interviews ........................................................................................................................... 21

1

CHAPTER ONE

1.0 Introduction

SMMUCo is the Constituency College of Tumaini University. Since the beginning of these

University they was using paper based system to keep the records; also registration, payment and

other activities concerned SMMUCo Hostel were conducted manually; of which later became a

problem of keep a record and also payment activity, hence they need of specific computerized

system.

1.1 Background

For many years, SMMUCo and other branches have been using manual systems (non-

computerized) in managing their Hostels and registration processes, which comprises papers and

files; and they were stored in the filing cabinets. As the time passed, there were an introduction

of several systems which were too general; performing the some operations in Hostels, and they

were not specific for a SMMUCo Hostels Management. These kinds of systems have been used

by other University until now; though, other University found the need of having specific

systems for their Hostel Management’ operations.

The use of these early systems had raised different problems in Hostels, including wrong

operations in keeping record, loose of some potential information, and operations being run

slowly...

In that context, Hostel processes have been managed and controlled manually; now this report

was introduce the computerized information system that was used to manage and control

SMMUCo Hostels’ processes, also the system was used in other University and Hostels.

The researcher reports this SMMUCo Hostel Management System (SHMS) to take over control

and manage This University Hostels. The system was support the core activities in the Hostel

Management; it was replace manually means of keeping records and man power in keeping

record; in that manner, it was make using of database for keeping and storage of data and

information.

2

1.2 Problem Statement

Through using file based system in managing Hostels for a long time now, SMMUCo has faced

consequence. That is together with loss of data, failure to manage the user of information and

management,

Despite the problems which have been seemed concerned the current system, the University’

have tried to minimize that problems by improving the operations using Microsoft office

package; though still didn’t work to eliminate the problem completely.

Now, this project focus on simplifying Hostel’ processes management, so as to have rapid and

efficient operations, the data being stored in one database and the operations being done by the

system instead of human. The system is going to be specific for the University under

consideration. And it will rely on fulfilling the objectives and eliminate the problems present

before.

1.3 Main Objective

The main objective of this study is to design a computerized information system that will replace

manual means of managing SMMUCo hostel Processes

1.4 Specific Objectives

This study is going employ four of the specific objectives as follows:

To obtain and evaluate the current system with related to the system to be developed

To develop a system that employ a database

To develop the database system that will reduce or eradicate the extent of mistakes and

errors likely to occur in operations and processes at SMMUCo.

To develop the database system that will reflect the current system together with some

modification based on the organization needs

3

1.5 Scope

For the accomplishment of this project the study will involve an investigation mainly at

SMMUCo; some few other Universities from outside SMMUCo will be referred in addition for

the wide reflection of the project. The sample will comprise both businesses owner and the

employees.

Also in the development progress of this project, mainly the study will use PHP, MySQL,

HTML, CSS, JavaScript languages together with assistance of other languages and other tools.

The system will accept data from the employees, store them, process the stored data and provide

the required information/results and different reports as per daily, monthly and annually mode.

After the accomplishment and the system delivery stage, the system will be used at SMMUCo,

by Head of Department, Receptionist and the Students of SMMUCo; though it may also be used

at other Universities.

1.6 Significance of the Study

This study will investigate and highlight the problems associated with different University and

other Hostel Management, hence provides other researchers with literatures on the solutions to

their problems of the same kind.

The study will have been provided the benefit to the HOD, through knowing different possible

problems facing Their Department, and also simplifying work after implementation of the

system.

Also the study will have benefit to the side of the researcher/developer through the following:

It will have broaden the knowledge of innovation of the system developer through

investigation of the current system and designing of the new proposed system,

It will increase the confidence of the developer on dealing with different systems’

problems,

It will be partial fulfillment of the requirements for award of Diploma in Information

Technology to the developer.

4

1.7 Limitations

Normally the system/project developer is expecting to come across with the following problems

during the study:

The time limit for the completion of the study. The arrangement of the timetable for the

conduction of any project was supposed to be an agreement between the researcher and

the owner of the work to be done, with consideration of the project weight; but, since this

is a part of an academic fulfillment, it limit to a certain interval of time.

Lack of enough experience in designing website. This may result in keeping of lot of

unnecessary information.

Lack of enough financial support. This study is limited by financial constraints in data

collection and software tools to facilitate in designing of the website.

5

CHAPTER TWO : LITERATURE REVIEW

2.0 Introduction

This chapter explains all about different terms and their definitions that will be important to the

designing and implementation of the proposed system, together with the problem tree. From that,

awareness about this project will be put forward.

2.1 Definition of Terms

This section is going to define all the terms which will be used in the whole study to the delivery

of the system, together with how they relate to the project and system to be developed.

2.1.1 Database

Database is a shared collection of logically related data (and a description of this data); designed

to meet the information needs of an organization. The proposed system requires to be connected

to the database so as to have all data and information stored at one point to assure consistence of

that data.

2.1.2 Database model

According to Robert Symanki et al (1995), there are four different database models, these are

hierarchical, network, relational, and object oriented.

2.1.3 Database Management System (DBMS)

DBMS is a software system that enables users to define, create, and maintain the database and

that provides controlled access to this database through the use of its three elements which are

Data Definition Language (DDL), Data Manipulation Language (DML) and Data Control

Language (DCL). Database application program is a computer program that interacts with

database by issuing an appropriate request (SQL statement) to the DBMS.

2.1.4 Data

Historically, data referred to known facts that could be recorded and stored on computer media.

These are facts made up of text, numbers, images and sounds.

6

2.1.5 Management system

This is a proven framework for managing and continually improving your organization's

policies, procedures and processes.

The best businesses work as complete units with a shared vision. This may encompass

information sharing, benchmarking, team working and working to the highest quality and

environmental principles.

A management system helps the organization to achieve their goals through a number of

strategies, including process optimization, management focus and disciplined management

thinking.

2.1.6 System

System is a combination or arrangement of parts to form an integrated whole. A system includes

an orderly arrangement according to some common principles or rules. A system is a plan or

method of doing something.

A system is a scientific method of inquiry, that is, observation, the formulation of an idea, the

testing of that idea, and the application of the results. The scientific method of problem solving is

systems analysis in its broadest sense. Data are facts and figures. However, data have no value

until they are compiled into a system and can provide information for decision making.

2.1.7 Information

Information is what is used in the act of informing or the state of being informed. Information

includes knowledge acquired by some means.

Information is data that have been processed and converted into a form that bring meaning and

increase knowledge to the person who receive it.

2.1.8 Information System

According to Whitten (2001), An Information System is an arrangement of people, data,

processes, and interfaces that interact to support and improve day-to-day operations in business

as well as support the problem-solving and decision-making needs of management and users.

7

2.1.9 Management

Management is usually defined as planning, organizing, directing, and controlling the business

operation.

Is the process of allocating an organization's inputs, including human and economic resources,

by planning, organizing, directing, and controlling for the purpose of producing goods or

services desired by customers so that organizational objectives are accomplished. If management

has knowledge of the planning, organizing, directing, and controlling of the business, its

decisions can be made on the basis of facts, and decisions are more accurate and timely as a

result.

2.1.10 Management information systems

Management information systems are those systems that allow managers to make decisions for

the successful operation of businesses. Management information systems consist of computer

resources, people, and procedures used in the modern business enterprise.

8

CHAPTER THREE : METHODOLOGY

3.0 Introduction

This chapter introduces and shows the research design technique to be used, sampling technique,

sample size, the methods of data collection, together with the kind of data to be collected.

3.1 Research Design

The research will be designed in the single case study, of which will be on the form of

investigative research design.

3.2 Data Collection Methods

Data will be collected through various methods in order to obtain relevant information and data

concerning the proposed system to be developed; and the data will be both primary and

secondary. Below are the methods of collecting data to be employed in this project.

3.2.1 Interviews

This will be used to collect data from the HOD and from few Students those who study and use

the system. The researcher will prepare interview questions of which will be provided those

selected candidates.

3.2.2 Documentations

This will involve gathering information concerning Hostel processes and operations from already

written documents such as reports and other books. Other documentations will be obtained from

manual system which existed before.

3.3 Types of Data

Data is a collection of facts, such as values or measurements. It can be numbers, words,

measurements, observations or even just descriptions of things. Data can be Qualitative (i.e.

descriptive information) or Quantitative (i.e. numerical information). This study will comprise

all this forms of data.

9

Also data can be categorized in two types such as primary and secondary data. The study will

involve both primary and secondary data.

3.3.1 Primary Data

This type of data will be obtained directly from the field through data collected from interviews

and questionnaires techniques.

3.3.2 Secondary Data

This type of data will be obtained from written documents and other information from the system

present before concerning Hostel’ processes, such as reports’ papers and other registration’ form.

10

CHAPTER FOUR : SYSTEM ANALYSIS AND EVALUATION

4.0 Introduction

This chapter introduces various software tools to be used in the accomplishment of the proposed

system; which include computer languages and various platforms that the researcher is going to

use in designing the system in order to meet the objectives stated above.

4.1 Hardware

This highlights some hardware to be used during the whole process from designing to the

implementation of the system; together with how each one is going to be used. The study is

going to use Personal Computer, Printer and Flash disc.

As the case of hardware parts mentioned above, the system developer is going to use personal

computer throughout the development life cycle; printer during testing printing activities of the

reports and during printing working environments; also the developer is going to use flash disc

during transferring and movement of the work from one machine to another.

4.2 Software tools

This shows and analyzes the software tools of which the system developer is going to use during

designing and development of the proposed system. During the study the developer is expecting

to use QSEE Super Light, WAMPSERVER, Mozilla Firefox, and Macromedia Dreamweaver 8.

The developer is going to use QSEE Super Light software to design and develop the Entity

Relationship Diagram (ERD) and the Data Flow Diagram (DFD) during the logical design stage;

WAMPSERVER (which is a combination of MySQL server, PHP and Apache) software as the

hosting and running environment of the system; Mozilla Firefox as the browser for displaying

web pages, though other browsers may be used also; Macromedia Dreamweaver 8 as an

assistant tool for writing codes during physical design.

11

4.3 Computer languages

This section analyses different computer languages of which the system developer is expecting

to use during the system development (i.e. at the physical design stage).this study is going to

employ Hypertext Markup Language (HTML), Structure Query Language (SQL), PHP

programming language, and Cascade Style Sheet (CSS).

MySQL server that is found in the Wampserver will be used to create database and performing

queries to the database (i.e. using Structured Query Language). PHP language will be used as a

linkage between the database (sometimes a server if exist) and the interface, also it will work

together with HTML to create interfaces which will help users to interact with the system. CSS

will be used as a modifier and decorative tool to the system.

12

CHAPTER FIVE : SYSTEM DESIGN METHODOLOGY

5.0 Introduction

This chapter describes the methodology to be used during system development and the reasons

for the choice of that methodology. It also discusses the system designing under logical design

together with the techniques to be used during logical design, and physical design in short.

5.1 Choice of methodology

The aim of all systems methodologies is to develop the most efficient and effective information

system for decision making within the business environment; there are several System

Methodologies that are used to guide the development of a particular system. That is to say,

system methodologies enable to develop a system; Elliot, G & Starkings, S (1998 pg. 16).

In order to fulfill the requirements as highlighted in the objectives, the researcher proposes

prototype kind of methodology to be used in this system to be developed.

Prototyping is the methodology approach that is going to be used in the development of this

system. According to G. Elliot & S. Starkings (1998 pg. 16), the prototype is a working and

representative model of a system and sub-system, it aims to allow the systems end users to be

involved in the design and development processes by conducting certain activity of testing and

evaluation of the working prototype.

5.1.1 Stages of Prototyping Approach

Almost all the methodologies have the same stages to be followed during development, though

their names and arrangement may differ slightly but the same meaning remain there. For the

development of this system, the stages are going to be like this; the system analysis, system

design, system implementation, system testing, system evaluation and finally system delivery.

Through the system is going to be implemented following the mentioned above stages, but the

methodology selected itself has its stages as in the figure bellow so as to assure the

accomplishment of all the above stages successfully.

13

The five standard stages of prototyping life cycle

Figure 1.1

5.1.2 Reasons for choosing the methodology

The reasons that made the choice of Prototyping approach to be selected in the development of

this proposed system are as follows:

It supports high user involvement: It is very important for the user to be involved on

different processes of development of the system so as to come out with a satisfactory

system. And this allows end users to be involved within the design and development of

the proposed system.

The iterative nature provides the possibility for testing the system at early stage during

design/development.

Identify Activities and

System Requirements

Develop a Working

Prototype

End-user Test and

Evaluation of the

Prototype

Refine Prototype through

Iteration

Documents and the

Working System

14

Compared to other methodologies, this one encourages the system to be developed under

a certain limited time.

This methodology enables the developer to approach the system development processes

starting at any stage, and its iteration in nature supports several stages approach

concurrently.

5.2 Logical Design

The logical design process describes the functional requirements of the system. Here is where the

Design of detailed program logic, i.e. what the program has to do; and the Design of data and file

structures, specification of output format; will be done. The tools and techniques to be used to

model the system in this logical design will be Entity Relationship Modelling (ERM) through

Entity Relationship Diagram (ERD) and the Data Flow Modelling (DFM) through Data Flow

Diagram (DFD).

5.2.1 Entity Relationship Modelling (ERM)

Entity Relationship Modelling (ERM) is a technique used to analyse & model the data in an

organisation using an entity Relationship Diagram (ERD). Also is the process of identifying,

modelling and documenting the data requirements of an information system. This will be

employed to the logical design in order to understand the data view which is the underlying

structure of the data within the proposed system.

The accomplishment of an ERD will be accompanied following the steps below;

Identify the entities

Determine the attributes for each entity

Select the primary key for each entity

Establish the relationships between the entities

Determine the Degree of relationship

Resolve many to many relationships

15

Test the relationship and keys

The Entity Relationship Diagram is a constituent of Entities, Attributes and Relationships put

together diagrammatically; though it is optional for the attributes to appear in the diagram.

5.2.1.1 Entities

These are thing about which data are kept within an organization. They are the data object about

which information is to be collected. Also one can define Entities as things or events that have

relevance to the database system.

5.2.1.2 Attributes

These are items of data stored in relation to an entity; or are characteristics that allow us to

describe an entity. Within the attributes there are two key attributes which are unique, the

Primary key and the foreign key. Primary key is an attribute or a set of attributes that uniquely

identifies a complete record of an entity. Foreign key is a copy of the primary key that exists in

another entity for the purpose of forming a relationship between the entities involved.

Relation schema is a named relation defined by a set of attribute and domain name pairs.

Database schema is a set of relation schemas, each with a distinct name.

5.2.1.3 Relationships

These are the links between two or more entities within the database system. They are indicated

by arrows, of which have connections to the entities. These show the relationship between

entities and how the entities relate through the degree of relationship; such as One-to-One, One-

to-Many or Many-to-Many.

5.2.1.4 Entity Relationship Diagram (ERD)

An ERD is a model that identifies the concepts or entities that exist in a system and the

relationships between those entities. This is often used as a way to visualize a relational database:

each entity represents a database table, and the relationship lines represent the keys in one table

that point to specific records in related tables.

5.2.1.5 Database Schema

This is a set of relation schemas, each with a distinct name. Is the structure of a database system

described in a formal language supported by the database management system (DBMS) and

16

refers to the organization of data to create a blueprint of how a database will be constructed

(divided into database tables). In a relational database, the schema defines the tables, the fields in

each table, and the relationships between fields and tables. This describes how real world

entities are modeled in the database.

5.2.2 Data Flow Modelling (DFM)

Though ERM would be enough to model the system in logical design, but this study, the

developer will employ also the Data Flow Modelling in order to add emphasis of an

understanding of the system. This will be done because; the ERM shows the data representation

only within the database, but the DFM shows the data flow within the system i.e., the data entry,

processes and output. As the two working together, the system will be well modelled.

Data Flow Modelling is the process of identifying, modelling and documenting how data flows

around an information system. This shows the transformation of data as a result of inputs from

outside the system boundary. It shows the process view of the system through the Data Flow

Diagram (DFD).

5.3 Physical Design

This describes the physical and technological characteristics of the system. It is a technical

activity in the development process of the system. It shows and demonstrating the overall

structure of the application as being analyzed in the Logical design.

The physical design as guided from the logical design will be implemented through the use of

several tools as being described in Chapter four.

17

18

References

Towers, S. (2010). Outside - In. The secret of the 21st century leading companies. (3rd Edition

Ed.). BP Group Press.

Trkman, P. (2010). The critical success factors of business process management. International

Journal of Information Management, 30, 125-134.

Kinott G and N (2000) Advance VCE in Information Technology and Communication

Technology, Durban, Brancepeth Computer Publication

Dr. John (1998) the Internet (2nd Edition), Nairobi Keny

19

APPENDIX

Appendix 1: Work break down structure

Figure 1.2

SMMUCo Hostel management

System

Presentation

System

Analysis

Feasibility

Study

Required

Specification

System

Implementation

Logical Design

System Design

Documentation

Questionnaires

Interviews

Physical Design

Entity

Relationship

Diagram (ERD)

Data Flow

Diagram (DFD)

System

Testing

System

Evaluation

System

Submission

The Working

system

Report

User manual

Documents

Data Collection

20

Appendix 2: Gantt chart

Act

ivit

y/T

ask

Time in Months

Sep

. (2

013)

Oct

. (2

013

)

Nov. (2

013

)

Dec

. (2

013

)

Jan

. (2

014

)

Feb

. (2

014

)

Mar.

(2014)

Ap

r (2

014

)

May (

2014)

Ju

ne

(2014

)

Project Proposal

Feasibility study

& Requirements

Logical Design

Physical Design

Implementation

Evaluation/Testing

Complete &

Documentation

Presentation

Maintenance

Figure 1.3

21

Appendix 3: Interviews

1. What are the activities in this Hostel?

2. How was the current system performing?

3. What are the weaknesses of the current system?

4. What makes need of an information system in your Department?

5. How do the employees and student interact with the Hostel management system?

6. What information does the employees or the student record to the system concerned your

Hostel?

7. What contents of the current system would you like to be present in the new proposed

system?

8. What other functionality would you like to be added or modified in the new proposed

system?

9. What are the contents of the three modes of the reports (i.e. monthly, semester and year

report) Student records in your Hostel?